CenterStone. Reports User Guide. Manhattan Software Inc. World Leading Real Estate, Asset & Facilities Management Software.

Transcription

1 CenterStone Reports User Guide Version 1 Manhattan Software Inc. World Leading Real Estate, Asset & Facilities Management Software The information contained herein is the property of Manhattan Software, a Trimble company and may not be copied, used or disclosed in whole or in part except with the prior written permission of Manhattan Software.

2 Table of Contents i TABLE OF CONTENTS Chapter 1: Reports Overview... 1 Report Types... 1 Chapter 2: Report Explorer... 2 Recent Reports... 2 Managing Your Favorites... 3 Managing Your Personal Report Folders... 4 Running a Report... 6 Uploading Reports Created Outside of CenterStone... 7 Access to Reports by Others... 8 Access Options... 8 Changing Access... 8 Chapter 3: Creating and Editing Reports Creating Reports Copying Reports Editing a Report Editing Filters Chapter 4: Formatting Reports Hiding Columns Sorting Columns Formatting the Body Formatting Headers Formatting Header Grids Formatting Footers Adding Charts Adding Images (before or after body section of report) INDEX FIGURES AND TABLES Figure 1: Report Explorer screen... 2 Figure 2: Favorites in Report Explorer... 3 Figure 3: Manage Folders screen... 4 Figure 4: Report Folder screen... 5 Figure 5: Selecting a Report to Run... 6 Figure 6: Run Report screen... 6

3 Table of Contents i i Figure 7: Open or Save Report File... 6 Figure 8: Upload Report screen... 7 Figure 9: Report Information screen... 9 Figure 10: Report Information Access Tab Figure 11: Report Designer screen Figure 12: Formula Columns screen Figure 13: Filters tab Figure 14: Report Filter Dialog Box Figure 15: Report Designer screen Format tab Figure 16: Report Designer Screen Figure 17: Report Sorting Fields dialog box Figure 18: Report Format screen Figure 19: PDF Example of Formatting the Body of a Report Figure 20: Report Header Format screen Figure 21: Report Header Grid screen Figure 22: Report Header Cell Figure 23: Page Footer Format screen Figure 24: PDF Example of formatting footers Figure 25: Chart Format screen Figure 26: PDF Example of an Added Chart Figure 27: Upload Images screen Figure 28: Formatting Reports Upload Image example in PDF Table 1: The Report Types... 1 Table 2: Hide Columns are supported by these formats Table 3: Formatting is supported by these formats Table 4: Edit Header is supported by these formats Table 5: Footers are supported by these formats Table 6: Add Chart is supported by these formats Table 7: Upload Image is supported by these formats... 29

4 1 Reports Overview Chapter 1: REPORTS OVERVIEW The Report Explorer is the main component of the CenterStone reporting functionality. It provides access to reports that have already been created for you as well as the ability to create new customized reports. Reports can be created using the Editor. Report Types There are four different Report Types that can be created in CenterStone: Table 1: The Report Types Field Tabular Gouped Crosstab Chart Description A Tabular report is a simple table in which data values are ordered by one of the column fields. Each row of the report represents one data record, and each column represents one field. A simple example of a Tabular report might be Space Occupancy organized by Business Unit. A Grouped report is a grid of columns divided into sections (multiple tables) by the values in more than one column. An example of a Grouped report might be Space Occupancy by Business Unit, grouped by Building. A Crosstab report enables you to view summaries of data quickly by displaying the data in a spreadsheet style format. This report generates a summary of your data in a grid where the rows and columns represent groups of data. A Chart report is a visual way to organize data patterns, trends, and comparisons. An example of how a Chart report might be useful would be in examining Human Resource attrition and retention over a fixed period of time. Instead of analyzing several columns of spreadsheet numbers (or even multiple worksheets), you can see at a glance whether Human Resources are stable or changing over a period of months or even years, or how the actual payroll compares to the projected payroll.

5 2 Report Explorer Chapter 2: REPORT EXPLORER The Report Explorer console allows you to access a list of all existing reports and gives you the ability to create, run, edit, delete, and modify access to them. Follow these steps to access the Report Explorer console: 1 Select Reports from the menu at the top of the screen. The Report Explorer console displays: Figure 1: Report Explorer screen Most recently accessed reports will be listed. You can add/remove reports to your personal Favorites list. Click on any column heading to sort reports by Name, Classification, Type, Owner, or Description. Reports that have been created for you begin with _CS. Create Folders for yourself and optionally give others access to them. NOTE: You can click on the header of any column to sort the column in ascending or descending order. Recent Reports This section of the Report Explorer screen lists your recently viewed reports. Each time you access a report, it is added to the top of the list. This gives you quick access to your most recent reports so you can run, edit, and view them as needed. Only five reports are listed, so when a new report is added to the top of the list, the last report drops off.

6 3 Report Explorer Managing Your Favorites The Favorites section of the Report Explorer screen has been created for you to store links to reports you run often. This means you do not need to search for reports prior to running them. Follow these steps to change the list in your Reports Favorites: 1 Select Reports from the menu at the top of the screen. The Report Explorer displays. Figure 2: Favorites in Report Explorer 2 To add a report to the Favorites list, click the Add to Favorites button ( ). The selected report is added to the Favorites list on the left. You can click the Remove button ( ) to remove the selected report from the favorites list. In addition, you can select a favorite report to generate/run or edit the report as needed.

7 4 Report Explorer Managing Your Personal Report Folders Personal Report Folders give you quick access to often used reports. You can make your Folders accessible to others and can edit or delete any Folders you create. Follow these steps to manage your Personal Report Folders: 1 Click the Manage Folders button ( ) in the Folders section of Report Explorer. The Manage Folders screen displays. This screen enables you to add, edit, copy, or remove folders as needed. Figure 3: Manage Folders screen 2 To add a new folder, click the Add button ( ). The Report Folder screen displays.

8 5 Report Explorer Figure 4: Report Folder screen 3 Type a name for the new folder. You may also type a description as needed. 4 If you want others to be able to see the folder, click the Public checkbox. 5 Click the Close button ( ). The folder you created displays in the Folders list. 6 To edit, copy, or remove a folder, select a folder and click the button for the action you want to perform.

9 6 Report Explorer Running a Report Report Explorer s powerful search engine gives you the option of searching by owner, classification, report name, or folder. You can display the report as a PDF, Excel, CSV, XML, or DHTML format. If the report is a tabular report, you can also choose the Data Export option which enables you to view or save the data as a Comma Separated Value (CSV) file when the report contains a very large amount of data. Follow these steps to run a report: 1 Double-click on a Report Name to display the Run Report screen. Figure 5: Selecting a Report to Run 2 Select a Format (such as PDF or Excel). Each time you run a report, the system displays the last format options you chose. Figure 6: Run Report screen 3 In Page Setup, select the paper size and orientation. NOTE: The paper size and orientation you choose only affects reports that are in PDF or DHTML formats. All other formats ignore these settings. 4 Click the Show Filters button ( ) to view any available filters to use for the report. 5 Click the Run Report button ( ). 6 You can open the file, or save the results to a file. Figure 7: Open or Save Report File

10 7 Report Explorer Uploading Reports Created Outside of CenterStone You can create reports and spreadsheets outside of CenterStone and then upload them. The file format can be almost anything, for example PDF, Excel, CSV, text etc. For security purposes, you cannot upload zipped files because they may contain viruses. Uploading reports does not alter their format. Uploaded reports are not actually run in CenterStone they do not access the CenterStone database. They are just static files that are displayed by launching the appropriate application. The data they contain is not updated each time the report is launched and the uploaded file cannot be edited in any way in CenterStone. To update an uploaded report, you must upload a different file and replace the old report. Follow these steps to upload existing reports: 1 Click the Upload button ( ) to display the Upload Report screen. Figure 8: Upload Report screen 2 Click the Browse button ( ) to locate and select a report on your hard drive. 3 Enter a Report Name for this report. 4 Enter a Report Description. 5 To upload the report to a folder, select the folder from the Report Folder drop-down. 6 Click the Upload button ( ). The report is uploaded to the specified report folder.

11 8 Report Explorer Access to Reports by Others When a report is created or copied, access is limited by default to the owner (creator) of the report. This is true regardless of whether the new report has been copied from an existing report or created from scratch. The only exception is that if reports with an owner of System Administrator are duplicated, the owner remains unchanged. Uploaded reports cannot be copied and the Owner is always blank. Access Options The owner or someone with the necessary authorization can set the access permission for other users. The following three levels of access can be set for both Minimum for All Users and Restricted Report Role. No Access - the report does not appear in the Report Explorer listing for other users. Read and Run - the report can be run and the report information can be viewed by users who are not the owner, but the report cannot be edited. Full Access users have all permissions held by the owner, except for the right to set permissions for others. Changing Access Report access can be changed at any time after a report is created and saved. Follow these steps to view or change access to a reports: 1 Select a report. 2 Click the Properties button ( ). The Report Information screen displays.

12 9 Report Explorer Figure 9: Report Information screen 3 Click the Access tab.

13 10 Report Explorer Figure 10: Report Information Access Tab 4 Change the access permissions as needed. 5 Click the Close button ( ) to save the changes.

14 11 Creating and Editing Reports Chapter 3: CREATING AND EDITING REPORTS Creating Reports Follow these steps to create a report: 1 Click the New button ( ) on the Report Explorer window. The Report Designer screen displays. Figure 11: Report Designer screen 2 Enter a name for the report in the Name field. 3 Select a folder in which to store the report from the Folder drop-down, if desired. 4 Enter a description for the report in the Description field as needed.

15 12 Creating and Editing Reports 5 Select a Classification (such as Asset Category, or Business Unit) from the drop-down: If you are creating a report from scratch: You must select a Classification. If you are basing the new report on an existing report: You cannot select a Classification. The Classification will be populated based on the existing report you select. (See the next section for steps on copying an existing report.) NOTE: Selecting a Classification updates the Available Fields section of this screen. The available fields section contains a list of column fields available for the selected Classification that you can add to your report. 6 Click Field Directory to view a list of the available fields for the selected Classification. 7 Select the desired report type from the Type drop-down. 8 Drag a field that you want to add to your report from the Available Fields list to the Selected Columns list on the right. Repeat this process until you have added all the necessary fields to your report. NOTE: Click the Reset button ( ) to restore all values to the defaults, or click the Clear button ( ) to clear all the values. 9 Click the Add Formula Column button ( ) to add a formula as needed. Figure 12: Formula Columns screen Select the desired Column, Operator, and Formula Function as needed. The result displays in the Formula Expressions section. 10 Click the Filters tab and move the Available Filters to the Selected Filters section as needed. Please refer to the Editing Filters section on page 14 for more information on filters. 11 Click the Save button ( ) to save the report.

16 13 Creating and Editing Reports Copying Reports When you copy a report, all information is retrieved from the original report into the duplicated report. There are no restrictions as to which types of reports (Tabular, Grouped, etc.) you can copy. NOTE: If you change the report type after copying it, additional editing may be required. For example, a Grouped report contains more and different types of information than a Tabular report. Follow these steps to copy a report: 1 Select a report. 2 Click the Copy button ( ). Use either the default name generated by the system, or enter a new name and click the Save button ( ). 3 Make changes to the report as discussed in the Creating Reports on page Click the Save button ( ) to save the report.

17 14 Creating and Editing Reports Editing a Report Follow these steps to edit an existing report: 1 Select the report to edit. 2 Click the Edit button ( ). 3 Make changes to the report as discussed in the Creating Reports section on page Click the Save button ( ) to save the report. The owner s name and access by others remains the same as it was before you edited the report. Editing Filters Editing filters enables you to set default values for filter fields. The values saved here will display on the Run Report screen. Follow these steps to edit the filters of an existing report: 1 Select the report to edit. 2 Click the Edit ( ) button. 3 Select the Filters tab. Figure 13: Filters tab

18 15 Creating and Editing Reports 4 Drag the desired Available Filters to the Selected Filters section. 5 Double-click the filter in the Selected Filters Section. The Report Filter dialog box displays. Figure 14: Report Filter Dialog Box 6 Complete the fields as detailed below: Fields Display Name Operator Descriptions Enter the name of the filter. Select an operator from the drop-down to be used in the filter. The operators vary based on the field type, as follows: Text: Equals, Begins With, Contains, Ends With, Not Equal To Numeric: Equals, Greater Than, Less Than, Greater Than or Equal To, Less Than or Equal To, Not Equal To Selector Dialog/Date: No operators are available; only the Display Name can be changed Default Value Enter the default value to be used with this filter. 7 Click the Save ( ) button.

19 16 Formatting Reports Chapter 4: FORMATTING REPORTS When creating new reports with the Editor, it is recommended that you save the report before formatting it. Saved reports can be edited for formatting at any time. The formatting options are: Hide columns in the report. Sort information in the report (not available for Chart reports). Format the body of the report (all report types supported but settings for Chart reports are ignored). Edit the header of a report (all report types supported). Edit the header grid. Edit the footer of a report (all report types supported). Specify a chart format for the body of the report (not available for Chart reports). Upload images (any graphic file such as a logo) at the beginning or end of the body of a report (all report types supported except Chart reports; images will appear alone on the first or last page of the report). NOTE: Not all report formats support all formatting options. For example, graphics are only supported when run as PDF. This user guide includes a table showing the supported formats for each formatting option, beginning with Hide Columns.

20 17 Formatting Reports Figure 15: Report Designer screen Format tab NOTE: You can click on the header of any column to sort the column in ascending or descending order. The following describes the Format tab: Visible: Indicates if the field will be visible on the report. Header: Indicates the name of the Header format.

21 18 Formatting Reports Hiding Columns If desired, you can hide columns in the report. For example, if you have two columns that are used to create a derived column, you might not want the actual columns to appear in the report. Table 2: Hide Columns are supported by these formats Format PDF Excel CSV XML DHTML Supported Yes Yes Yes Yes Yes Follow these steps to hide/unhide columns: 1 On the Report Designer screen, select the Format tab. Figure 16: Report Designer Screen

22 19 Formatting Reports 2 Select the column(s) you want to hide. 3 Click the Hide Columns button ( ). The Visible icon changes from to to indicate that the column is no longer visible in the report. 4 Click the Close button ( ) to save the changes. Sorting Columns You can sort data within each column of a report in either ascending or descending order. Follow these steps to sort columns: 1 On the Format tab, click the Sorting button ( ). The Report Sorting Fields dialog displays. Figure 17: Report Sorting Fields dialog box 2 Select the field(s) to sort by (Sort Field #1 - #4) and select Ascending or Descending. 3 Click the Save button ( ) to save the changes. Formatting the Body The Report Format button gives you the ability to modify background colors, number formatting, and fonts for the body of the report. There are three sections that can be formatted here: column headers, data included in the report, and the summary fields. NOTE: All settings are optional. For example, you can change only the font size of column headers or only the background color of rows, etc.

23 20 Formatting Reports Table 3: Formatting is supported by these formats Format PDF Excel CSV XML DHTML Supported Everything is supported Everything is supported except Column Header selections Nothing is supported Nothing is supported Everything is supported Follow these steps to modify the formatting of the body of a report: 1 On the Format tab, click the Report Format button ( ). Figure 18: Report Format screen 2 Specify the formatting options for the Header, Data, and Summary options of the Report Format dialog box. Header Section (i.e., column headers) Select the font, style, and color for the column headers. Data and Summary Sections Indicate the font, style, and other options for the Data and Summary sections of the report. For the data section, you can also select an alternate row color, if desired. Numeric Decimals: Specifies the number of decimal places displayed.

24 21 Formatting Reports Negative: Indicates whether to display parenthesis or a minus sign to indicate negative numbers. Comma: Indicates whether to display commas in numbers larger than 1,000. Suffix: Indicate a suffix, if needed. Day, Date, and Time: Enables you to specify the day, date, and time format for the report (such as, Mon, 8/19/2014, 4:45 PM). Load / Save Templates: Enables you to load a template or save the current settings to a template. Layout: Enables you to indicate if the table will be tabular, or 1-3 columns. Figure 19: PDF Example of Formatting the Body of a Report Header Title Header Grid Header Separator Lines Header Separator Lines Header Image Header Column Headers Body Summary field sum the data in the applicable columns Data Footer Separator Line Footer Text and Image Page Numbers Report Date Footer 3 Click the Save button ( ).

25 22 Formatting Reports Formatting Headers The Header Format button gives you the ability to change the appearance of the header that displays on the first page of a report. You can upload a graphic or logo, add line separators, add a title, and select fonts, justification, and colors. Table 4: Edit Header is supported by these formats Format PDF Excel CSV XML DHTML Supported Everything is supported Everything is supported Everything except graphics and line separators are supported Everything except graphics and line separators are supported Everything except graphics is supported Follow these steps to modify the formatting of the header of a report: 1 On the Format tab, click the Header Format button ( ). Figure 20: Report Header Format screen 1 Enter the title of the report. The title will appear in the report at the top of the first page. 2 Select the font, style, justification, and color for the report header. 3 Select a color for the line separators. The lines will appear in the report above and below the header section on the first page. 4 If desired, upload an image file (e.g., a logo) using the Upload Image button ( ). You can also indicate the justification of the image. NOTE: To remove an upload image, click the Clear Image button ( ). 5 If you want to save this customized header style as a template or load a previously saved header template, click the Load / Save Templates button ( ).

26 23 Formatting Reports 6 Click the Save button ( ) to save the changes. Formatting Header Grids The Header Grid button allows you to add cells that will appear in the header of the report. For example, if you have a filter called Portfolio on your report, you can add a header grid cell called Portfolio. When the report is run, the portfolio selected by the user (e.g., As Built) will be included in the header of the report, thereby clarifying that the data in the report came from the As Built portfolio. There are 2 columns of header grid cells that can be added to a report. Follow these steps to modify the header grid of a report: 1 On the Format tab, click the Header Grid button ( ). Figure 21: Report Header Grid screen 2 Depending on where you want the cell to display in the report header, click the Add Cell button ( ) in either the Column 1 or Column 2 sections of the screen.

27 24 Formatting Reports Figure 22: Report Header Cell 3 Specify the cell type as needed. Options are: Blank Space Label Text Line Separator Filter Field Summary Column 4 Click the Save button ( ) to save the changes.

28 25 Formatting Reports Formatting Footers While headers are displayed only on the first page of reports, footers appear on every page. The Footer Format button allows you to define a footer to display page numbers, date executed, text, line separators, and graphics. Table 5: Footers are supported by these formats Format PDF Excel CSV XML DHTML Support ed Yes Yes No No No 1 On the Format tab, click the Footer Format button ( ). Figure 23: Page Footer Format screen 2 Enter the text that should appear in the footer, if desired. 3 Select the font, style, and color for the footer text. 4 Select a color for the line separator. The line will appear in the report just above the footer text. 5 If desired, upload an image file (e.g., a logo) using the Upload Image button ( ). You can also indicate the justification of the image. NOTE: To remove an upload image, click the Clear Image button ( ).

29 26 Formatting Reports 6 If you want to save this customized footer style as a template or load a previously saved footer template click the Load / Save Templates button ( ). 7 Click the Save button ( ) to save the changes. Figure 24: PDF Example of formatting footers Date Executed may be truncated using the default font size of 10 pt.

30 27 Formatting Reports Adding Charts You can add an Excel-like chart to a Tabular, Grouped, or Pivot Table report. Each time you run the report, the chart is updated with the current data in the report. The chart can either be placed at the beginning or end of the report. Table 6: Add Chart is supported by these formats Format PDF Excel CSV XML DHTML Supported Yes Yes No No No 1 On the Format tab, click the Chart Format button ( ). Figure 25: Chart Format screen

31 28 Formatting Reports 2 Select the chart type by clicking on the applicable picture in the Chart Type section of the screen. The available chart types depend on the number of fields in the Value (Y) columns. For example, you cannot select a chart type that uses two Y values if there is the report only has one Y value. 3 In the Category (X) Column section, select the value for the X axis from the dropdown. The available values for the X axis are determined by the columns selected in the body of the report. 4 In the Value (Y) Columns section, select the value(s) for the Y axis. The available values for the Y axis are determined by the columns selected in the body of the report. 5 Enter the title of the chart. 6 Enter the labels to display for the X axis and Y axis. 7 From the dropdown, select the location within the report that the chart will display. Options are: Bottom of report Top of report Hidden 8 In the Show section, select which items you want displayed on the report (values, axis labels, the legend, and grid lines). 9 Select a background color the body of the chart. 10 For the various text labels available on the chart, select the font, font size, color, and any special formatting (e.g., bold, italics). 11 Click the Save button ( ) to save the changes.

32 29 Formatting Reports Figure 26: PDF Example of an Added Chart Title Background is gray and shows gridlines. Legend Rulers You cannot change the displayed colors of data, but you can change the font color of the values. Caption (i.e., axis label) Adding Images (before or after body section of report) The Images button gives you the ability to have a graphic to appear on the first page and the body of your report begins on the second page. Alternatively, you can place the graphic at the end of the report, or elect to do both. It will be displayed on the page following the last page of the body of the report (graphics are always displayed alone on a page). NOTE: You can only upload GIF, JPEG, and PNG images. Table 7: Upload Image is supported by these formats Format PDF Excel CSV XML DHTML Supported Yes Yes No No No 1 On the Format tab, click the Images button ( ).

33 30 Formatting Reports Figure 27: Upload Images screen 2 To upload a graphic, click the Upload Image button ( ) and select a graphic. Above Report Table: When run as PDF or Excel, the graphic will be displayed on a page by itself before the body of the report begins. Below Report Table: When run as PDF or Excel, the graphic will be displayed on a page by itself after the body of the report. NOTE: To remove an image, click the Clear Image button ( ). 3 Click the Save button ( ) to save the changes. Figure 28: Formatting Reports Upload Image example in PDF Uploaded Above Report Table image that appears here. The body of the report begins on the next page.

34 31 Formatting Reports INDEX Access to reports assigning and removing access, 8 by Owners, 8 Chart example of an added chart, 29 Copying. See Duplicating Folders creating and sharing, 4 Footer PDF example of a footer, 27 Formatting body portion of reports, 19 overview of formatting with Editor, 16 Image upload image at beginning/end of report body, 29 Owner how report Owner is determined, 8 Report Explorer displaying Report Explorer, 2 what is Report Explorer, 1 Report Types see Types, 1 Running a Report, 6 Types discriptions of report Types, 1 Uploading reports Created outside of CenterStone, 7